Job no: 545614
Work type: Staff
Location: Pomona
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 7
Job Classification: Administrative Support Coordinator II
Anticipated Hiring Amount: Up to $4,058
Work Hours: Monday – Friday 8:00am – 5:00pm

QUALIFICATIONS:

• High School Diploma/GED
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent
  Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED QUALIFICATIONS

• Experience with PeopleSoft Understanding of complex computer software processing principles
• Proficiency with software packages such as Microsoft Word, Microsoft Excel, Microsoft Access, and Microsoft Outlook, etc.
• Ability to quickly learn new office support technology systems and software packages
• Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations
• Thorough knowledge of university policy and procedures
• Ability to apply, interpret and communicate knowledge of a variety of complex university policies and procedures to university personnel and the public
• Ability to determine methods to achieve programmatic goals
• Ability to handle multiple work priorities
• Ability to work independently, use independent judgment, set individual deadlines and complete projects accordingly
• Strong organizational skills
• Excellent interpersonal and communication skills
• Ability to establish and maintain cooperative working relationships within and outside the work group
• Ability to set deadlines and complete projects accordingly
• Ability to understand problems from a broad perspective and anticipate impact
• Ability to build campus relationships to expedite work and projects

Maintenance of Student Records

• Using a thorough knowledge of CPP policies and procedures and the proper use of the student administration system, record all appropriate changes to academic records requiring simple to moderately difficult record adjustments. These tasks may include but are not limited to the following changes in plan and/or sub-plans (including requests to add minor programs), grade changes, processes Leave of Absence Petitions, approval for course repetitions, and other documents pertaining to students’ records.
• Performs other adjustments to student data as requested by the Registrar or Associate Registrar on a per project basis. Has the responsibility to archive documents, learn all registration and records related processes, provide validation while processing records and archiving documents to ensure university compliance.
• Process retroactive withdrawals based on approval from Office of Student Success.
• Process Repeat Waivers for those students wishing to repeat courses.
• Performing moderate to complex record adjustments in PeopleSoft Process student requests for changes in master’s and Credential Options, including curriculum year changes and petitions to earn graduate level credit as an undergraduate.
• Also, from requests submitted through the Advisor Request system in the Academic Advisement Module of PeopleSoft, process requests to add or remove students’ minor.
• Provide timely processing from collaborative partners to efficiently respond to the requests from students with their permission to add and resolve registration issues.
• Provide a high level of customer service to help support retention and graduation.
• Provide assistance and support to new university policies and procedures as well as implementation of new processes.
• Must be able to perform testing and validation for new policies. This includes a new procedure for students obtaining permission to late add/drop classes.
• Responsible for processing Graduation Application changes and withdrawals by updating the student’s graduation application when requested by an advisor, whether it be withdrawing the application or moving the application to a sooner or later term. Must determine when to place the Graduation Application Fee Waiver (GFW) service indicator based on the status of the current application.
• Process student requests for changes in master’s and credential options, including curriculum year changes and petitions to earn graduate level credit as an undergraduate also, from requests submitted through the Advisor Request system in the Academic Advisement Module of PeopleSoft, process requests to add or remove students’ minor programs.
• Process Graduate Credit Petition Assist students with processing Credit out of Level at the end of each quarter. This includes verifying GPA and units completed.

Fielding Inquiries

• Explain academic policies and procedures, in person or over the phone.
• Provide information on transcript requests, petitions, certification requests, requests for refund, class repeats, verification of enrollment, application for graduation, academic standing, loan deferments, leave of absence, change of major/minor, registration holds, and other enrollment-related or records-related matters.
• Provide support to Virtual Advising (live chat) which provides students the opportunity to meet with a Records Specialist either in person or online.
• Duties include monitoring Qless and having a thorough knowledge of academic policies and procedures.
• Must be able to effectively communicate academic policies and work independently under general direction.

National Student Clearinghouse: Transcript Processing/Degree & Enrollment Verifications

• Process verifications of degree and/or enrollment requested electronically by the National Student Clearinghouse.
• Completion of these requests must be done within one day period to keep the University in compliance with federal regulations related enrollment and financial aid.
• Processing of Transcripts Following established department guidelines, process transcript orders in a timely manner and deliver to designated recipients.
• These requests may be from current or former CPP students or from C PP academic departments.
• These requests may be submitted through the National Student Clearinghouse portal, via US mail, or in-person. Responsible for processing transcripts involving non-PeopleSoft student records such as collaborating with the Student Records Analyst to update records from Banner and Permanent Record Cards

Front Counter

• As needed, particularly during peak registration periods and document submission deadlines, provide assistance to the Front Counter Unit in processing student registration and withdrawals, and other requests that can be processed at the counter in the presence of the customer.
• Assist in other duties that are assigned to the Front Counter staff as needed, including maintenance of the professional yet student-friendly atmosphere in the lobby; responsible for ensuring that office computers located in the lobby are ready for public use at the beginning of the workday and shut down at the end of the business day. Hours will include evening hours on a rotating basis.
• Assist to train Student Assistant and coverage

Compliance with Student Record Retention and Disposal Schedule and FERPA

• Provide assistance in the identification of student enrollment documents that need to be disposed in accordance with CSU Document Retention Schedule. This requires knowledge of the various types of documents and their schedule for disposal.
• In accordance with the Family Educational Right and Privacy Act, permit access, release, transfer or communicate information of student records that bear personally identifiable information, orally or in writing, or by electronic means, or by any other means to any other party.
• Assist in Improving Services -Based on feedback received from internal and external customers, responsible for communicating matters of concern that relate to enrollment services to the Registrar or Associate Registrar with the goal of assisting in improving services provided to the campus community and general public.